The Sonnenalp is hiring an Engineering Administrative Assistant.

Wage: $25.00 - $30.00/hour

Primary Purpose of Position

We are seeking an Engineering Shop Administrator to support our engineering team in coordinating projects, managing documentation, and assisting with administrative tasks such as Shop and Parts inventory, cleaning, and invoice filing. The ideal candidate will have a strong attention to detail, excellent organizational skills, and the ability to work effectively in a fast-paced environment.

Essential Duties and Responsibilities

• Daily Responsibilities:
  • Invoice processing (Accounts Payable
  • Maintain HotSOS Maintenance Program.
    • Direct daily service orders.
    • Check that engineers have closed or completed HotSOS orders properly.
    • Maintain, adjust or edit Engineering “issues, pm types, schedules” etc.
• Department Billing (Accounts Receivable):
  • Enter “billable” closed HotSOS service orders into billing program in Excel.
  • Enter Activity Logs into billing program in Excel.
• Administrative Duties:
  • Open mail, disburse, and/or file.
  • Open and respond to departmental e-mails.
  • Provide support to engineers, ensure radio calls are responded to, ensure engineers paperwork is being completed as necessary.
• Shop Management –
  • Keep inventory of all parts,
  • Keep organization of all parts
  • Keep shops and mechanical rooms clean and organized.
• Weekly Responsibilities:
  • Timeclock monitoring in ADP and editing when/if necessary.
  • Ensure schedules are adhered to in On Track based on Director of Facilities instructions.
  • Produce appropriate HotSOS reporting for Director of Facilities weekly.
  • Inventory light bulbs, batteries, and miscellaneous supplies and other parts (i.e., tape, glue, paint brushes, etc.), order parts, and file.
  • Attend morning meetings in the absence of management.
  • Apprise the Chief Engineer of critical parts and assist in ordering and organising
  • Review departmental “trouble issues” with Director of Facilities and document (i.e., e-mail, memo, etc.), if necessary.
• Monthly responsibilities:
  • By the 10th of each month:
    • Enter final monthly entries and re-occurring functions into Excel billing program.
    • Check and balance all accumulators and formulas in billing program in Excel.
    • E-mail Billing file to Accounting.
• By the 20th of each month:
  • Get prior month Engineering Department Accounting detail from Accounting Department and input into the Engineering MRO Excel file.
  • Research, analyze, and create budget variance explanations in MRO Excel file.
  • Print Monthly MRO Comparison file and review with Director of Facilities.
  • Create, edit, and print a variety of Excel and Publisher forms and/or spreadsheets.
  • Update Excel Utility analyses.
  • Green Star team leader
  • Organize and plan meeting with valuable content to help reduce the Sonnenalp’s environmental impact
  • Update green program files
• Semi-annual or Annual responsibilities:
  • Annual Departmental Budget Preparation
  • Every January organize departmental accounting year-to-date and input into Budget DRAFT program file in Excel. This will require input of prior year “actuals” and analyzing amounts to create fiscal year-end projections.
  • By February create DRAFT amounts in all Engineering accounts based on prior year “actuals” and verifiable estimates on projects from Director of Facilities input.
  • Double check all formulas and accumulators to make sure they are pulling “summary” page amounts in properly.
  • Make sure detailed explanations are contained on each page of the Budget DRAFT.
  • Review all details of the Budget DRAFT with Director of Facilities.
  • Be prepared to explain all details when called upon by the Owner or Controller.
  • Make final changes to the budget based on input and approvals from the Owner and/or Controller.
  • Annual file updating and archiving.
  • Maintain and filling of Certificates as needed.
• May, October, November assist in scheduling, monitoring, and follow-up on off-season projects and room PMs. This requires knowledge of Springer Miller Reservations system for maintaining room “out-of-order” (OOO) information. Assist the Director of Facilities on any projects in Excel, Word, Publisher, and/or all other computer applications as necessary.
• Perform any further duties as required by the Director of Facilities.

Education/Experience

• High School diploma required. College degree preferred.
• Minimum 2-3 years’ experience in a hotel or similar Engineering Department.
• Minimum 2 years admin/office experience.
• Must be able to work with others, be professional, courteous to guests and fellow employees.
• Spanish Language skills helpful but not required.

Special Skills

• Organized & detail oriented
• Basic Knowledge of tools and inventory kept in Hotel Engineering
• High level computer experience, preferably Microsoft Office Proficient in e-mailing, memo/letter writing, and website searches. Must have a high skill level in EXCEL. HotSOS computer system experience helpful or the ability to quickly learn computer maintenance systems. Computer reservation system experience helpful, but not required.
• Knowledge of office equipment use, setup, and maintenance.
• Professional communication skills.
• Experience in ordering parts and purchase order systems helpful.
• Experience with payroll processing helpful.
• Accounting experience: Accounts Payable and Accounts Receivable necessary. Budgeting and cost accounting preferred.

Essential Physical Requirements

• Work is mainly performed in an office environment. Extensive contact with staff.
• Ability to sit for extended periods of time
• Conditions exist for high volume interaction during peak periods.
• Requires the ability to distinguish colors and symbols.
• Required to work overtime as needed.
• May be required to work evenings and weekends.

Employee Conduct

It is the responsibility of every employee to contribute to a positive work environment through cooperative and professional interactions with co-workers, guests and vendors.

Benefits:

• Medical, Dental, Vision Insurance
• Resort Discounts
• Holiday Pay, Paid Time Off and Sick Pay
• 401(k) Retirement Plan & Roth 401(k)
• Voluntary Life Insurance
• Short Term & Long Term Disability
• Employee Assistance Program
• Parking Credit or Discounted Bus Passes

This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Management may assign or reassign duties and responsibilities to this job at any time.